Introduction

Use the person lifecycle feature to trigger pre-onboarding and pre-offboarding notification events. These events let you send pre-onboarding and pre-offboarding email notifications that are separate from entitlement actions in target systems.

In other words, the pre-onboarding & pre-offboarding notification events operate at the level of persons, as opposed to the Account Create and Account Delete notification events, which operate at the level of individual entitlements (i.e., Account entitlement Grant and Revoke).

To get started, Set up pre-onboarding/pre-offboarding notifications.

HelloID calculates onboarding/offboarding dates using contracts, as follows:

• Onboarding: The earliest StartDate among all of a person's contracts
• Offboarding: The latest EndDate among all of a person's contracts

In this way, pre-onboarding and pre-offboarding notification events trigger email notifications X days before onboarding (where X = the configured Days Before Onboarding value), and Y days before offboarding (where Y = the configured Days Before Offboarding value), respectively.

Note: Any 4+ day gaps between a user's contracts will trigger additional pre-offboarding and pre-onboarding events. However, additional events will be suppressed if the same event was already triggered within the last 14 days (or within the configured Days Before Onboarding/Days Before Offboarding value, if it is greater than 14).

Set up pre-onboarding/pre-offboarding notifications

1. Go to Business Rules > Person Lifecycle.
2. Set the following:
   1. The number of Days Before Onboarding that the onboarding email will be sent.
   2. The number of Days Before Offboarding that the offboarding email will be sent.
      Your changes are automatically saved.
      
3. Add a notification. Make sure to set the following options:
   1. Event: Pre-onboarding
   2. To: Commonly set to {{Manager.Contact.Business.Email}} and/or an IT email address
   3. CC: Commonly set to {{Person.Contact.Personal.Email}}
      Tip: If you configure onboarding/offboarding emails to be sent to persons themselves, be sure to edit the template on the Message tab. The default template is intended only for managers.
4. Repeat step (3), but for the pre-offboarding notification event.
5. If you are using schedules, customize each schedule in which you want onboarding/offboarding notifications to be processed & sent as follows:
   1. Enable the schedule's Determine Person Lifecycle Events toggle.
      

Onboarding and offboarding notifications will be processed and sent out when the relevant schedules run.